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Advantages

i. This method is very popular due to its simplicity.
ii. It is a flexible method because unlimited files can be added.
iii. This method is suitable to those offices which deal with different cases.
iv. The files can be easily located if only the subject of the letter is known.

Disadvantages
i. Under the system secrecy cannot be maintained.
ii. Its greatest drawback is that it is difficult to classify.
iii. It is not a useful method for miscellaneous paper .
iv. An index is needed which makes the system costly.

Indexing

Meaning and Concept
Simply, index is the signal which helps to
find the documents or files promptly. The
term indexing means pointer or indicator or
guide to something. In record management,
indexing may be defined as an indicator or
guide for locating files, folders and other
documents. It is a ready guide to locate the
required information. It can be described as
a method of providing indicators for a body
of data or collection of records. Indexing is an
inseparable part of an ideal filing system. By indexing , the whole record of the files is
available and if a file is misplaced it can be located promptly.

According to J. C. Denyer, "An indexing is anything that indicates or points
out. Its prime function is to act as a guide to a body of data or a collection of
records."

So in the context of information and references indexing is understood as a method
by which a person who needs some information can have an access to it.

The objectives, importance and use of indexing.

i. Indexing helps to locate the required files and documents easily.
ii. It helps to save time, cost and clerical efforts of an office.

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